Jim Aksel said:This question gets asked frequently. First, I'll give you the mechanics of
what you requested, then a better answer.
1. Set your status date and enter your %Complete. Copy your existing
%Complete to a spare field such as Text1. It is now "memorialized." Then,
Tools/Tracking/Update Project... select Update work as complete though (set
the status date, it should be there already), Select Set 0%-100% Complete
(the first one)
Select "For Entire Project" then click OK. This gives you what the
%Complete should be. You can use another column to compare "Text1" and
%Complete and create the desired indicators. This answers your question, but
there are better approaches. REMEMBER TO PUT IS BACK by copying Text1 back
over %Complete.
Try one of these instead ..
2. Insert the [Status] column. It will tell you if a task is Future Task,
Complete, On Schedule or Late. It is displayed as text, but is
quantitatively calculated in the background. Read the help on status for
some great information.
3. Best Answer --- research the Help on Earned Value. The specific item you
need is called the Schedule Performance Index (SPI) and it is a column
already available to you provided you have (A) Baselined the project, (B)
Assigned costed resources (even $1/hr will do), (C) You have claimed
%Complete properly.
SPI is a ratio of the value ($) of work you have actually completed divided
by the value ($) of the work that you scheduled to do in your baseline.
SPI= 1.00 on schedule exactly as planned.
SPI>1 you are ahead of schedule
SPI<1 you are behind schedule. So, SPI=0.85 means you are 15% behined
schedule.
There are entire books on the topic of Earned Value. The help is a great
place to start. There is a corresponding index called the Cost Performance
Index (CPI) which measures actual costs to plan against the value you are
claiming for completed effort.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
jcerns said:Hi,
Is there an easy way to calculate the expected percentage work complete
based on the status date. I would like to be able to compare actual
percentage of work complete vs what should be complete by today's date.
Thanks.
jcerns said:Hi Jim,
Thanks for your response.
I tried your suggested number two approach since I have not added in all my
resources, yet, but I do not know how you go from the qualitative values to a
quantitative number. I looked at the help and from the description it seems
like the values are calculated. I just do see how to show them.
Thanks,
Janet
Jim Aksel said:This question gets asked frequently. First, I'll give you the mechanics of
what you requested, then a better answer.
1. Set your status date and enter your %Complete. Copy your existing
%Complete to a spare field such as Text1. It is now "memorialized." Then,
Tools/Tracking/Update Project... select Update work as complete though (set
the status date, it should be there already), Select Set 0%-100% Complete
(the first one)
Select "For Entire Project" then click OK. This gives you what the
%Complete should be. You can use another column to compare "Text1" and
%Complete and create the desired indicators. This answers your question, but
there are better approaches. REMEMBER TO PUT IS BACK by copying Text1 back
over %Complete.
Try one of these instead ..
2. Insert the [Status] column. It will tell you if a task is Future Task,
Complete, On Schedule or Late. It is displayed as text, but is
quantitatively calculated in the background. Read the help on status for
some great information.
3. Best Answer --- research the Help on Earned Value. The specific item you
need is called the Schedule Performance Index (SPI) and it is a column
already available to you provided you have (A) Baselined the project, (B)
Assigned costed resources (even $1/hr will do), (C) You have claimed
%Complete properly.
SPI is a ratio of the value ($) of work you have actually completed divided
by the value ($) of the work that you scheduled to do in your baseline.
SPI= 1.00 on schedule exactly as planned.
SPI>1 you are ahead of schedule
SPI<1 you are behind schedule. So, SPI=0.85 means you are 15% behined
schedule.
There are entire books on the topic of Earned Value. The help is a great
place to start. There is a corresponding index called the Cost Performance
Index (CPI) which measures actual costs to plan against the value you are
claiming for completed effort.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
jcerns said:Hi,
Is there an easy way to calculate the expected percentage work complete
based on the status date. I would like to be able to compare actual
percentage of work complete vs what should be complete by today's date.
Thanks.
Jim Aksel said:Trevor's post will give you the information needed to know where you are now.
You still seek to know "Where should I be compared to where I am?" ...
Maybe there is a visual solution. Insert the status date vertical marker.
Format/Gridlines... select Status Date, remember to also choose a color and
line type -- I always forget to do that and them am dumbfounded when it shows
up as white on white.
The default behavior in Project is to show progress along the gantt bar, so
you can visually inspect to see who your worst offenders are for behind
schedule.
Quantitatively calculating "Where I should be %" and taking the difference
between that and "What I have claimed" is going to require a Visual Basic for
Applications (VBA) solution or a formula I do not see anything in the object
browser that will let me directly access the quantitative calcs of the Status
field.
As a shortcut, we have many schedules with only one resource called Worker1
at a cost of $1/hr. We baselline that and use SPI as described earlier.
Rather rudimentary, but it does work. Be careful not to mix that with other
resources ... if you are "half resource loaded" someone may be at $125/hr and
Worker1 sits at $1/hr ... that will skew your CPI and SPI to the point they
are no longer useful.
You may want to do some more research on posts by Trevor, he has some
different opinions on the matter of SPI and some alternatives which you may
find helpful as well.
As for the VBA, if you want to get going on that, what you need to calculate
is the difference between [Resume] and [Status Date] that is the distance
(in time) between the end of the progress bar and the status date. The sign
becomes important as it gives you ahead or behind schedule. You would then
take that difference and divide it by [Duration] or [Actual Duration] to
obtain a measure of where you stand. In effect, this would be almost the
same as (1-SPI) but SPI is weighted by $$ and resource load.
Come to think of it ... see if this formula helps, you can use it in a spare
field like Text1:
ProjDateDiff([Status Date],[Resume])/[Duration]
This will give you a percent ahead (+) or behind (-) of a task. Multiply by
100 if desired. Project calculated durations in minutes, so if you do not
divide by [Duration] you will get the number of minutes (+) ahead, or (-)
behind schedule.
Something like this:
ProjDateDiff([Status Date],[Resume])/([Minutes Per Day])
will give you a count of days ahead or behind shedule for a task.
The "Where I should be %" as a function of DURATION would be
ProjDateDiff([Status Date], [Start])/[Duration]
See if any of that helps, post back if you need an even more caffinated
answer.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
jcerns said:Hi Jim,
Thanks for your response.
I tried your suggested number two approach since I have not added in all my
resources, yet, but I do not know how you go from the qualitative values to a
quantitative number. I looked at the help and from the description it seems
like the values are calculated. I just do see how to show them.
Thanks,
Janet
Jim Aksel said:This question gets asked frequently. First, I'll give you the mechanics of
what you requested, then a better answer.
1. Set your status date and enter your %Complete. Copy your existing
%Complete to a spare field such as Text1. It is now "memorialized." Then,
Tools/Tracking/Update Project... select Update work as complete though (set
the status date, it should be there already), Select Set 0%-100% Complete
(the first one)
Select "For Entire Project" then click OK. This gives you what the
%Complete should be. You can use another column to compare "Text1" and
%Complete and create the desired indicators. This answers your question, but
there are better approaches. REMEMBER TO PUT IS BACK by copying Text1 back
over %Complete.
Try one of these instead ..
2. Insert the [Status] column. It will tell you if a task is Future Task,
Complete, On Schedule or Late. It is displayed as text, but is
quantitatively calculated in the background. Read the help on status for
some great information.
3. Best Answer --- research the Help on Earned Value. The specific item you
need is called the Schedule Performance Index (SPI) and it is a column
already available to you provided you have (A) Baselined the project, (B)
Assigned costed resources (even $1/hr will do), (C) You have claimed
%Complete properly.
SPI is a ratio of the value ($) of work you have actually completed divided
by the value ($) of the work that you scheduled to do in your baseline.
SPI= 1.00 on schedule exactly as planned.
SPI>1 you are ahead of schedule
SPI<1 you are behind schedule. So, SPI=0.85 means you are 15% behined
schedule.
There are entire books on the topic of Earned Value. The help is a great
place to start. There is a corresponding index called the Cost Performance
Index (CPI) which measures actual costs to plan against the value you are
claiming for completed effort.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
Hi,
Is there an easy way to calculate the expected percentage work complete
based on the status date. I would like to be able to compare actual
percentage of work complete vs what should be complete by today's date.
Thanks.
Trevor Rabey said:There is a Table called the Tracking Table which has the fields you need.
You could make (View, Table, More Tables) a new, additional Tracking Table
(call it "AA Tracking Table 2), with these columns in this order:
Duration
Actual Duration
Remaining Duration
% Complete
Work
Actual Work
Remaining Work
% Work Complete
Cost
Actual Cost
Remaining Cost
Physical % Complete
The 1st group is about Duration.
The 2nd group is about Work
The 3rd group is about Cost
The last is about the Task itself, eg 6000 bricks laid out of 10000.
Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
jcerns said:Hi Jim,
Thanks for your response.
I tried your suggested number two approach since I have not added in all
my
resources, yet, but I do not know how you go from the qualitative values
to a
quantitative number. I looked at the help and from the description it
seems
like the values are calculated. I just do see how to show them.
Thanks,
Janet
Jim Aksel said:This question gets asked frequently. First, I'll give you the mechanics
of
what you requested, then a better answer.
1. Set your status date and enter your %Complete. Copy your existing
%Complete to a spare field such as Text1. It is now "memorialized."
Then,
Tools/Tracking/Update Project... select Update work as complete though
(set
the status date, it should be there already), Select Set 0%-100% Complete
(the first one)
Select "For Entire Project" then click OK. This gives you what the
%Complete should be. You can use another column to compare "Text1" and
%Complete and create the desired indicators. This answers your question,
but
there are better approaches. REMEMBER TO PUT IS BACK by copying Text1
back
over %Complete.
Try one of these instead ..
2. Insert the [Status] column. It will tell you if a task is Future
Task,
Complete, On Schedule or Late. It is displayed as text, but is
quantitatively calculated in the background. Read the help on status for
some great information.
3. Best Answer --- research the Help on Earned Value. The specific item
you
need is called the Schedule Performance Index (SPI) and it is a column
already available to you provided you have (A) Baselined the project, (B)
Assigned costed resources (even $1/hr will do), (C) You have claimed
%Complete properly.
SPI is a ratio of the value ($) of work you have actually completed
divided
by the value ($) of the work that you scheduled to do in your baseline.
SPI= 1.00 on schedule exactly as planned.
SPI>1 you are ahead of schedule
SPI<1 you are behind schedule. So, SPI=0.85 means you are 15% behined
schedule.
There are entire books on the topic of Earned Value. The help is a great
place to start. There is a corresponding index called the Cost
Performance
Index (CPI) which measures actual costs to plan against the value you are
claiming for completed effort.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
Hi,
Is there an easy way to calculate the expected percentage work complete
based on the status date. I would like to be able to compare actual
percentage of work complete vs what should be complete by today's date.
Thanks.
Hi Jim,
I like your post but I need a little help tweaking things. I used
the formula:
ProjDateDiff([Status Date], [Start])/[Duration].
It seems to be working, but I have two questions:
(1) Why am I getting negative percentages? I guess I am having a
hard time interpreting the syntax of the equation. Is it the
difference between Status Date and (Start Date/Duration) or are
both status and start divided by duration?
(2) Is there anyway to get the status date to update
automatically? I'm using this formula in a master project and
right now it looks like I need to update the status date in each
subproject before the formula will work.
Appreciate your help.
JimAkse wrote:
Trevor's post will give you the information needed to know where
you are now.
04-Jan-08
Trevor's post will give you the information needed to know where
you are now.
You still seek to know "Where should I be compared to where I am?"
...
Maybe there is a visual solution. Insert the status date vertical
marker.
Format/Gridlines... select Status Date, remember to also choose a
color and
line type -- I always forget to do that and them am dumbfounded
when it shows
up as white on white.
The default behavior in Project is to show progress along the
gantt bar, so
you can visually inspect to see who your worst offenders are for
behind
schedule.
Quantitatively calculating "Where I should be %" and taking the
difference
between that and "What I have claimed" is going to require a
Visual Basic for
Applications (VBA) solution or a formula I do not see anything in
the object
browser that will let me directly access the quantitative calcs of
the Status
field.
As a shortcut, we have many schedules with only one resource
called Worker1
at a cost of $1/hr. We baselline that and use SPI as described
earlier.
Rather rudimentary, but it does work. Be careful not to mix that
with other
resources ... if you are "half resource loaded" someone may be at
$125/hr and
Worker1 sits at $1/hr ... that will skew your CPI and SPI to the
point they
are no longer useful.
You may want to do some more research on posts by Trevor, he has
some
different opinions on the matter of SPI and some alternatives
which you may
find helpful as well.
As for the VBA, if you want to get going on that, what you need to
calculate
is the difference between [Resume] and [Status Date] that is the
distance
(in time) between the end of the progress bar and the status date.
The sign
becomes important as it gives you ahead or behind schedule. You
would then
take that difference and divide it by [Duration] or [Actual
Duration] to
obtain a measure of where you stand. In effect, this would be
almost the
same as (1-SPI) but SPI is weighted by $$ and resource load.
Come to think of it ... see if this formula helps, you can use it
in a spare
field like Text1:
ProjDateDiff([Status Date],[Resume])/[Duration]
This will give you a percent ahead (+) or behind (-) of a task.
Multiply by
100 if desired. Project calculated durations in minutes, so if you
do not
divide by [Duration] you will get the number of minutes (+) ahead,
or (-)
behind schedule.
Something like this:
ProjDateDiff([Status Date],[Resume])/([Minutes Per Day])
will give you a count of days ahead or behind shedule for a task.
The "Where I should be %" as a function of DURATION would be
ProjDateDiff([Status Date], [Start])/[Duration]
See if any of that helps, post back if you need an even more
caffinated
answer.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
Previous Posts In This Thread:
calculate expected percentage
Hi,
Is there an easy way to calculate the expected percentage work
complete
based on the status date. I would like to be able to compare
actual
percentage of work complete vs what should be complete by today's
date.
Thanks.
Re: calculate expected percentage
jcerns,
Display the Earned Value Schedule Indicators table: the SPI field
will give
you what you want.
SPI = BCWP / BCWS
NB : to calculate the SPI, Project needs a resource assigned, a
baseline, a
status date.
Hope this helps,
G?rard Ducouret
"jcerns" <[email protected]> a ?crit dans le
message de (e-mail address removed)...
This question gets asked frequently.
This question gets asked frequently. First, I'll give you the
mechanics of
what you requested, then a better answer.
1. Set your status date and enter your %Complete. Copy your
existing
%Complete to a spare field such as Text1. It is now
"memorialized." Then,
Tools/Tracking/Update Project... select Update work as complete
though (set
the status date, it should be there already), Select Set 0%-100%
Complete
(the first one)
Select "For Entire Project" then click OK. This gives you what
the
%Complete should be. You can use another column to compare
"Text1" and
%Complete and create the desired indicators. This answers your
question, but
there are better approaches. REMEMBER TO PUT IS BACK by copying
Text1 back
over %Complete.
Try one of these instead ..
2. Insert the [Status] column. It will tell you if a task is
Future Task,
Complete, On Schedule or Late. It is displayed as text, but is
quantitatively calculated in the background. Read the help on
status for
some great information.
3. Best Answer --- research the Help on Earned Value. The
specific item you
need is called the Schedule Performance Index (SPI) and it is a
column
already available to you provided you have (A) Baselined the
project, (B)
Assigned costed resources (even $1/hr will do), (C) You have
claimed
%Complete properly.
SPI is a ratio of the value ($) of work you have actually
completed divided
by the value ($) of the work that you scheduled to do in your
baseline.
SPI= 1.00 on schedule exactly as planned.
SPI>1 you are ahead of schedule
SPI<1 you are behind schedule. So, SPI=0.85 means you are 15%
behined
schedule.
There are entire books on the topic of Earned Value. The help is
a great
place to start. There is a corresponding index called the Cost
Performance
Index (CPI) which measures actual costs to plan against the value
you are
claiming for completed effort.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
Hi Jim,Thanks for your response.
Hi Jim,
Thanks for your response.
I tried your suggested number two approach since I have not added
in all my
resources, yet, but I do not know how you go from the qualitative
values to a
quantitative number. I looked at the help and from the
description it seems
like the values are calculated. I just do see how to show them.
Thanks,
Janet
:
There is a Table called the Tracking Table which has the fields
you need.
There is a Table called the Tracking Table which has the fields
you need.
You could make (View, Table, More Tables) a new, additional
Tracking Table
(call it "AA Tracking Table 2), with these columns in this order:
Duration
Actual Duration
Remaining Duration
% Complete
Work
Actual Work
Remaining Work
% Work Complete
Cost
Actual Cost
Remaining Cost
Physical % Complete
The 1st group is about Duration.
The 2nd group is about Work
The 3rd group is about Cost
The last is about the Task itself, eg 6000 bricks laid out of
10000.
Trevor Rabey 0407213955 61 8 92727485 PERFECT PROJECT PLANNING
www.perfectproject.com.au
Trevor's post will give you the information needed to know where
you are now.
Trevor's post will give you the information needed to know where
you are now.
You still seek to know "Where should I be compared to where I am?"
...
Maybe there is a visual solution. Insert the status date vertical
marker.
Format/Gridlines... select Status Date, remember to also choose a
color and
line type -- I always forget to do that and them am dumbfounded
when it shows
up as white on white.
The default behavior in Project is to show progress along the
gantt bar, so
you can visually inspect to see who your worst offenders are for
behind
schedule.
Quantitatively calculating "Where I should be %" and taking the
difference
between that and "What I have claimed" is going to require a
Visual Basic for
Applications (VBA) solution or a formula I do not see anything in
the object
browser that will let me directly access the quantitative calcs of
the Status
field.
As a shortcut, we have many schedules with only one resource
called Worker1
at a cost of $1/hr. We baselline that and use SPI as described
earlier.
Rather rudimentary, but it does work. Be careful not to mix that
with other
resources ... if you are "half resource loaded" someone may be at
$125/hr and
Worker1 sits at $1/hr ... that will skew your CPI and SPI to the
point they
are no longer useful.
You may want to do some more research on posts by Trevor, he has
some
different opinions on the matter of SPI and some alternatives
which you may
find helpful as well.
As for the VBA, if you want to get going on that, what you need to
calculate
is the difference between [Resume] and [Status Date] that is the
distance
(in time) between the end of the progress bar and the status date.
The sign
becomes important as it gives you ahead or behind schedule. You
would then
take that difference and divide it by [Duration] or [Actual
Duration] to
obtain a measure of where you stand. In effect, this would be
almost the
same as (1-SPI) but SPI is weighted by $$ and resource load.
Come to think of it ... see if this formula helps, you can use it
in a spare
field like Text1:
ProjDateDiff([Status Date],[Resume])/[Duration]
This will give you a percent ahead (+) or behind (-) of a task.
Multiply by
100 if desired. Project calculated durations in minutes, so if you
do not
divide by [Duration] you will get the number of minutes (+) ahead,
or (-)
behind schedule.
Something like this:
ProjDateDiff([Status Date],[Resume])/([Minutes Per Day])
will give you a count of days ahead or behind shedule for a task.
The "Where I should be %" as a function of DURATION would be
ProjDateDiff([Status Date], [Start])/[Duration]
See if any of that helps, post back if you need an even more
caffinated
answer.
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
You are going to need to surround ProjDateDiff([Status Date],
You are going to need to surround
ProjDateDiff([Status Date], [Start])/[Duration]
with some logic because when [Status Date] falls outside the range
between
[Start] and [Finish] then there are other considerations. This
can be
handled with a Switch or Choose statement. As they say in
college, "We leave
that as an exercise for the student"
Post up if you need more help and I'll turn my "thinker" on
--
If this post was helpful, please consider rating it.
Jim
Visit http://project.mvps.org/ for FAQs and more information
about Microsoft Project
:
Thanks, Trevor.
Thanks, Trevor.
Actually, before I had a chance to try this out my coworker came
up with a
super easy way to get the expected % complete.
Critical thing is you need to make a copy of your project file.
Get into Gant View.
If you don't already have a % Complete Field, Add one.
Then Under Tools
Select Tracking
Select Update Project
Enter Today's Date
Select Update woe\rk as complete through:
Select Set 0% - 100% Complete
Hit Ok.
The % Complete Field will be modified and you will get the
percentage
complete if everything was done on schedule.
Thanks for everyone's help.
jcerns
:
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